Rules & Organiser's Handbook

UPDATED JUNE 2019

Springston Trophy Rules

(Updated 2019)



Competition Rules .2

Preamble .2

1. The Aim .2

2. The Form of the Competition .2

3. Where and When Held .2

4. Trophies .2

5. Marking.......................................................................2

6. Entries for the Competition......................................3

7. Entry Fees..................................................................5

8. Number Two Teams..................................................5

9. Unpaid Accounts.......................................................5

10. The Executive..........................................................5

11. Meetings – Rules and Procedures.........................6

12. Special General Meetings.......................................7

13. The Springston Trophy Teams Competition.........7

14. Dress & Teams Parade............................................7

15. Programmes.............................................................8

16. Objections.................................................................8

17. Ground Jury and Appeal Committee......................8

18. Technical Delegate...................................................8

19. Cross Country Course Walk....................................8


Appendix A – Composite Teams..................................9

1. Aim..............................................................................9

2. Definition....................................................................9

3. Rules...........................................................................9

4. General........................................................................9

Appendix B - Two Age Group teams………………….10




SPRINGSTON TROPHY - COMPETITION RULES


Preamble:


These rules do not cover all aspects of the Competition. Where there is a rule stated, this rule will be paramount. Where the rules are silent, reference should be made to the appropriate rule in the current ESNZ Rules for Eventing and NZPCA Annex .



1. The Aim


1.1 The aim is to provide a South Island competition on similar lines to the NZPCA Horse Trial Team Championship, but catering for teams from Branches or Club. This will enable riders, who may never attain sufficient ability to gain Area Selection, to participate in a team competition, thus stimulating team spirit and interest in riding as a sport and recreation.

(Definition: the term branch refers to the branches of a club or to a club which has no branches)


2. The Form of the Competition

2.1 The competition will take the form of a Horse Trial, comprising three tests, Dressage, Cross–Country and Show jumping, normally in that sequence.

2.2 The competition will provide a test requiring courage, determination and all round ability appropriate to age group of the classes and the fact that it is a Team Competition

2.3 A Wooden Spoon Competition, comprising of Dressage and Show jumping will be held for those teams eliminated in the Cross-country phase. See Also Rule 5.4


3. Where and When Held

3.1 The competition will be held annually in such districts of the South Island as decided by the Annual meeting of Delegates. (See Delegates meeting.)


4. Trophies


4.1 The SPRINGSTON TROPHY, presented by Mr and Mrs J. Foster, will be awarded to the Winning Team.

A Silver tray, presented by MacQueens Jewelers of Blenheim, will be awarded to Runner-Up.

Wooden Spoons, suitably inscribed will be presented to the Winners of the Wooden Spoon Event.


5. Marking


5.1 The competition will be marked on a penalty basis in accordance with the ESNZ

Rules for Eventing and NZPCA Annex and the winning team will be the team

with the lowest score as follows.

5.2 In the case of a team of FOUR, the penalty scores in all three phases for ALL FOUR

riders will be added together to give the team total. This applies to Two Age group

Teams.

5.3 In the case of a team of MORE THAN FOUR riders, the lowest penalty score in all

three phases in EACH CLASS plus the NEXT LOWEST penalty score will be added

together to give the team total.


5.4 For the WOODEN SPOON, the penalty scores of the DRESSAGE and SHOW

JUMPING phases will be added together and the lowest penalty score in each CLASS, plus the NEXT LOWEST score in these phases will be added together to make the team total. A team eliminated after the CROSS COUNTRY by vetting out may compete in the WOODEN SPOON, but the horses vetted out may not continue to compete.

See Also Rule 2.3


6. Entries for the Competition


6.2 All entries by TEAMS will be made by a date notified by the ORGANISING COMMITTEE. A TEAM or TEAMS will comprise of (2013):


CLASS 1 SENIOR

TWO RIDERS 24 YEARS AND UNDER

CLASS 2 INTERMEDIATE

TWO RIDERS 17 YEARS AND UNDER


CLASS 3 JUNIOR

TWO RIDERS 14 YEARS AND UNDER


Note riders may ride up to any age group

6.2.1 Age of rider shall be as at 1st Day of competition


6.3 In the event of a TEAM being unable to field two riders from any class, a team of

FIVE riders may be entered, provided that such a team is comprised of two riders from

each of two classes and one rider from the remaining class.


6.3.1 Likewise, a team of FOUR riders may be entered, provided that the team is

comprised of one rider from each class plus one rider from any of the three classes.


Borrowing riders. Note this rule can be applied to Two Age Group Teams.

6.3.2 In the further event that only three qualified riders can be fielded, a TEAM may,

with the consent of the District Commissioners of the Club/s, borrow ONE rider from

another BRANCH or CLUB, (1998), provided that the rider is not required for a team

from their own Branch/Club and is from such a CLASS as is necessary to make up a team of four riders.

. (6.3.3 Branches may also borrow one rider to make a team of five riders, where that rider

is in a different age class from the other four riders.


6.3.4 COMPOSITE TEAM (2001). The Rules for the Composite teams are in Appendix A.


6.3.5. Two Age Group Teams (2015). The rules for two age group teams are in Appendix B.


6.4 All TEAM entries will nominate the rider and Horse/pony combination. In the event

of illness of a horse or rider, a combination may be replaced by another combination at the discretion of and with the permission of the organising committee. Such changes must still comply with the RULES 6.2 and 6.3 above.


6.5 All entry forms must be signed by the Branch Head Coach or Club Chief Coach and also signed by the DISTRICT COMMISSIONER, (both signatures must appear on the entry form.)


6.6 To be eligible to compete in the SPRINGSTON TROPHY COMPETITION a rider

must have been a member of the BRANCH of a Club, or the CLUB (without branches) for which he/she is competing for a period of ninety days prior to the first day of the competition. Only South Island Branches or Clubs may Compete. (1972)


6.7 Competitors must have participated in and have complied with the Pony Club Working Rally Rule as set out in NZPCA General Regulations. Compliance with this rule must be signed off by Branch Head Coach or Club Chief Coach and District Commissioner.

Competitors must be financial members of their Branch or Club.



6.8. (2005) NOTE THIS RULE AND THE TWO LIVE ODE’s ONLY APPLIES TO RIDERS GOING ON THE RIDERS REGISTER.

The Organizing Committee will operate a Register where Branches and Clubs

without Branches may register Riders who wish to ride in the Competition. This Register will operate on the competition website or any other means acceptable to the Organizing Committee. Branches/Clubs wishing to register Riders on the Register must make application to the organizing committee. This application will include the name and age of the Rider, & the class they wish to compete in. The application must be signed by the Branch Chief Coach and by the Club District Commissioner to certify the Rider is eligible to compete in Springston Trophy, and in particular that they comply with the Rule 6.7 and have over the last twelve months completed two One Day Horse Trials at the level they are applying to ride.” NOTE: Any dispensations required from the District Commissioner are as per Rule 23 (a) of NZPCA Horse Trials Teams Championships and must be granted at this stage. Branches and Clubs without Branches may also put any vacancies they have for Riders in their proposed teams on the Register.

This is merely a register of available riders. It is up to individuals, branches or clubs to contact each other and make up teams. If this results in a composite team each riders regional Guardians signature must be gained.


Note all relevant sections of Rule 6 and signatures must be gained prior the entries being made or accepted





7. Entry Fees

7.1 The entry fee will comprise of a NOMINATION fee and a final ACCEPTANCE fee

to be paid on the dates set by the ORGANISING COMMITTEE. The amount of these

fees to be decided from time to time by the ANNUAL MEETING OF DELEGATES.The

organising committee has the right to refuse late entries.


8. Number of Teams

8.1 Where the number of teams entered for the competition exceeds FIFTY, the Host Club will have the right to Ballot out teams from Branches/Clubs with Multiple teams. Fourth and third teams to be Balloted out first before second teams, down to that number or greater number that they can reasonable manage (2013).


9. Unpaid Accounts

9.1. Any team leaving unpaid accounts from the current year’s event are not eligible to

compete at the following year’s event. This will not apply in genuine cases of disputed accounts.


10. The Executive


10.1 The Springston Guardians have the right to accept nomination for up to three positions as Patron. The appointment of Patrons is to be confirmed by the AGM of Delegates (2001). Existing Patrons restanding are just confirmed by the AGM.


10.2 The Executive of the Competition will be known as The Guardians.

It will consist of four elected members who will hold Office for a period of four years. One Guardian will be appointed by the Guardians as Convener after the AGM for the following year. The Guardians will have voting rights.

If an elected member resigns outside an election year, the AGM will elect a replacement at the first AGM following the resignation. The South Island will be divided into four Springston Regions with one Guardian from each Region. The regions will be aligned with the four South Island Area Pony Club Boundaries. The Guardians will be elected on a rotational basis every four years as follows:


The first four year election is to be held in 2014.


10.3 Election of Guardians. WRITTEN nominations are to be received by the closing

Date for remits (see 11.4.2). If only one written nomination is received from a existing Guardian the AGM will merely confirm the appointment. In the event of a Guardian not seeking re-election and no written nominations being received by the closing date, nominations from the floor will be permitted. (2007). When a vote is required for the election of a Guardian only delegates from the region concerned will be eligible to vote. If only one written nomination is received not vote is required.

10.4 The competition organising committee will pay the TRAVEL and

ACCOMMODATIONS EXPENSES of the Executive.

11. Meetings - Rules and Procedures


11.1 The competition organising committee will arrange a meeting, known as the

ANNUAL GENERAL MEETING of the DELEGATES, OR REPRESENTATIVES

(2001) from each Branch be held during the Competition period. Each South Island Branch (or Club with no branches) will be entitled to be represented by two Delegates, who will each have one vote.

Delegates must be nominated in writing by their branches/clubs at close of entries to be eligible to vote.

(Nomination Forms should be available on the website but email nomination is

acceptable)


11.2 THE CHAIRPERSON AND "AGM" SECRETARY


11.2.1 The Chairperson and Secretary of the Annual General Meeting of Delegates shall

be appointed by the Executive at least two months prior to the Competition.


11.2.2 The Chairperson shall clearly inform the AGM Delegates at the beginning of the

AGM, the standing orders, (the rules of the meeting), under which the meeting will be conducted.



Note: The Chairperson shall have the right to discipline any member who does not abide

by the standing orders.


11.2.3 The AGM Secretary will record all minutes in the MINUTE BOOK kept for that

purpose and as soon as possible after the conclusion of the event, will return the minute book to the Competition Organising Committee Secretary to be forwarded to the next organising Club or Branch.


11.3 THE COMPETITION ORGANISING COMMITTEE SECRETARY


11.3.1 The Competition Secretary will be appointed by the Branch or Club conducting

the Competition and will perform all secretarial duties pertaining to the Competition for that year.

11.3.2 It is the obligation of the HOST COMMITTEE to pass on a package of general

information relevant to the running of the Springston Trophy Competition, to the

incoming Committee within TWO MONTHS of the conclusion of the event.

11.4 ANNUAL GENERAL MEETING AGENDA (2001)


11.4.1 A written agenda notifying Member Branches of the AGM of Delegates shall be

circulated at least 14 days prior to the Competition. This must include the following:



11.4.2 (2005) Proposed amendments to the Rules will be presented to the AGM of

Delegates in either a Remit or Topic of Discussion format.

Remits or topics for discussion maybe proposed by any branch, or clubs or by the Guardian's.

After discussion at the AGM a vote will be taken and if passed the amendment will be

presented as a Formal Remit to the next Annual General Meeting of delegates and if

Passed becomes the rule at the conclusion of the Meeting. NOTE: If a Topic for Discussion is passed it will be the responsibility of the Guardians to formulate a suitable remit for the next AGM of Delegates.

Remits are to be in the hands of the competition organising committee secretary by the closing date of Team Nomination and circulated to Member Branches within fourteen days and (2001) printed again, in full, in the Agenda of the AGM. (2007) Rules 10 to 12 (Administration Rules) may be amended by a remit being passed at one A.G.M.


11.4.3 (2005) If a Remit or Topic of Discussion fails to be passed it cannot be represented for at least two years.


12. Special General Meetings


12.1 The Executive shall convene a Special General Meeting on requisition in writing,

signed by two thirds of the Guardians or not less than two thirds of the members.


12.2 The business of the Special General Meeting shall be stated in the requisition notice

and no other business may be transacted.


13. The Springston Trophy Teams Competition

HEIGHTS, DIMENSIONS AND SPEEDS.


These will comply with ESNZ rules for Eventing and NZPCA annex.

The heights will commence at CNC105 for Senior’s, CNC95 for Intermediates and CNC80 for Juniors.


14. Dress & Teams Parade


14.1 PONY CLUB JERSEYS must be worn in ALL THREE PHASES of the competition

AND in the TEAMS PARADE, which will take place at the conclusion of the event.

The organising committee are required to include in schedules and in the

programme, reference to dress and the REQUIREMENT for all teams to take part in the TEAMS PARADE.



15. Programmes

15.1 The Organising Committee will compile and print a PROGRAMME for the

competition, this programme to include the names of HORSES and RIDERS in each

team, the RUNNING ORDER and the JERSEY COLOURS WORN.


15.2 The programme must also include this statement “Neither the Organisers, nor any person acting on their behalf accept any liability for any loss, damage, injury or illness to horses, ponies, riders or other persons, or to any property whatsoever.

16. Objections


16.1 The provisions in the ESNZ Rules for Eventing will apply to all objections and the deposit will only be refunded if the protest is upheld.


17. Ground Jury and Appeal Committee


17.1 The GROUND JURY will be as per ESNZ RULES for Eventing. The PRESIDENT of the Ground Jury is the Chief Cross Country Judge and his Assistant. The Chief judge of the Dressage or Jumping test become members for matters pertaining to their phase.


17.2 The APPEAL COMMITTEE will consist of THREE persons, one of whom will be the PRESIDENT OF THE APPEAL COMMITTEE. The Appeal Committee members should have sound knowledge of ESNZ RULES for EVENTING and SPRINGSTON TROPHY RULES. The three persons shall be from outside the current Organising Committee and in no way connected to the JUDGES on the day or to any COMPETITORS. The Appeal Committee will deal with the following matters,



18. Technical Delegate


18.1 The TECHNICAL DELEGATE/S for the competition will be approved by the EXECUTIVE.


18.2 The TRAVEL EXPENSES of the Technical Delegates will be paid by the

Organising Committee (1998)


19. Cross Country Course Walk


19.1 Immediately following the first official Cross-Country Course walk, there will be a place made available for the Coaches, Managers, XC course designer, TD and XC Judge to meet. This will enable the Coaches and Managers to express any views and / or concerns they may have regarding the Cross-Country Course (2001).

SPRINGSTON TROPHY RULES Updated 2008

APPENDIX A - COMPOSITE TEAMS

1. Aim

1.1 To assist those riders whose Branch/Club is unable to field a team, even when using Rule 6.3 (borrowing) or Rule 6.6 (transfers), a Composite Team will be formed and allowed to compete.

2. Definition

2.1 A Composite Team is one composed of riders from two or more Branches of the

same Club. Where even this is not sufficient, riders from different Clubs may make up the Composite team. It is the intent that Composite teams should be made up of branches of the same Club or Branches/Clubs from the same Area first.

3. Rules

3.1 Rule 6.7 rallies/financial etc applies to Composite Teams.


3.2 Where a Club is forming a Composite Team from it’s own Branches, preference is to be given to riders from branches which cannot furnish a normal team. (Where a Branch could furnish a team under Rule 6.3/6.6, it must do so before any of its members can be eligible for a Composite Team.)


3.3 Composite Teams must be nominated, as are Branch Teams, by the due date. (It is appreciated that some of the members of the Composite Team may subsequently be required for a Branch Team)


3.4 After the date of acceptance, the Composite Team named may only be changed with the permission of the Organising Committee (at this point the Composite Team members named cannot be transferred back to Branch teams)


3.5 The name used for every composite team must include up to three of the

Majority club/branch names and include composite. This is subject to host committee's approval (to distinguish it from a conventional Branch Team.)

3.6 In addition to the Rule 6.5 requirement, (signature of DC/HC or CC) Where a team is being formed by riders from different Clubs the regional Guardian of each Club must sign. In lieu of a signature an email or fax from the relevant Guardian’s to the Secretary of the Organising Committee will be sufficient (It is expected that where possible the guardians will oversee and approve any proposed Composite Teams.)

3.7 Composite Teams are to be competitive.


3.8 Composite teams will be allowed an extra week to enter, but should notify the

Organising Committee of their intent to enter as early as possible. To make provision for a team to be put together with left over riders so that as many qualified riders as possible are able to enter.


4. General

4.1 It is the right of the Organising Committee to accept or decline Composite Teams.

4.2 It is not the intention to permit Composite Teams to be a way of “strengthening “ Branch teams, but an alternative system to help worthy riders, who would otherwise miss out, to compete in the Springston Trophy, hopefully to the benefit of the South Island Pony Clubs.



APPENDIX B Two Age Group Teams


A Branch or Club that can’t field a team that complies with current Springston

Trophy Rule 6, in particular 6.3 & 6.3.1 be allowed to enter a team comprising of

Four riders made up of 2 riders from any two of the three Springston Trophy

Classes.


That is, for example the team could consist of 2 juniors and 2 intermediates or 2

Juniors 2 seniors or 2 intermediates 2 seniors.


Age groups as per Springston Trophy Rules would apply:


This team will comply with every other current Springston Trophy Rules.


1. As with a four-person team that can comply with rule 6 they will be competitive

But will not have any insurance or discard scores.


2. Two Age Group Teams will start with a 25-point penalty. This is to respect

Springston Trophy as set up by the founders and discourage teams using this

Option when they might well be able to enter a complaint or composite team.


3. No composite team will be accepted for this Two Age Group Team Category.

This proposal only effects Rule 6 - 6.3 & 6.3.1 but please be familiar with all other

Current Springston Rules.


Note Rule 6.3.2 Borrowing riders applies to Two Age Group Teams































Springston Trophy

Website: www.springston-trophy.org.nz




2019



ORGANISING COMMITTEES

HANDBOOK





UPDATED 2019


Notes


1 The material contained in this handbook has been approved by the Springston Trophy Guardians and must not be added to without their consent.


2 It will be the responsibility of the organising committee Secretary to include any updated information received from the Guardians in this handbook.


3 This handbook is to be read in conjunction with the rules of the Springston Trophy Competition, the Rules and Regulations for New Zealand Pony Clubs Horse Trials Teams Championships and the ESNZ Eventing Rules.


If you require further information do not hesitate to contact the Convener of Guardians for your event contact details can be found in this handbook.










Contents

Section Item Page

Contents 2


NZPCA Mission Statement 3


Overview

The Aim of the Competition 4

The Rules and Form of the Competition 4

Role of the Patrons 4

Role of the Guardians 5

Role of the host Club/Branch Committee 5

Role of the Organising Committee 5


Competition Organisation

Responsibilities of the Guardians 6

Responsibilities of the Organising Committee 6

Springston Trophy Website 6

Setting Date of the Event 6

Minutes of Meetings 6

Newsletters to the Clubs/Branches 7

Public Relations 8

Book and Confirm facilities 8

Dressage/Cross Country/Show Jumping Convenors 8

Cross Country Walk 8

Printed Programme 8

Catering 9

Scoring 9

Gear Inspection 9

Emergency Services 9

Announcer/s 9

Photographer 9

Dress and Teams Parade 9

Trophies 10

Procedure for Organising Committee Secretary to request

assistance from the Guardians 10

General 10


Appointment of Officials

Technical Delegates 11

Chief Cross Country Judges 11

Show Jumping Judges 11

Dressage Judges 11

Standard of Dress for Judges and Officials 11

Cross Country Fence Judges 11

Travel and Accommodation for Judges and Officials 12


Appendices

Guardians and Patron(s) (Database details) 13

South Island Branch Secretaries (Data base) 13

List of Officials to be listed in the Programme 14

Annual Meeting of Delegates 15

Agenda for Annual Meeting of Delegates 16

Standing Orders 17


2

NZPCA Mission Statement


To promote and improve the

quality of riding and horse management

coaching for young riders and

their coaches throughout New Zealand


OBJECTIVES:


In pursuing this mission, our objectives are:

To promote and encourage the Pony Club's Fair Play Charter cultivating respect, loyalty and strength of character and self-discipline in all members along with the proper care and welfare of their horse.


To foster a pleasant learning environment for young people to expand their equestrian knowledge and skills by providing regular coaching of all levels in riding and horse management, encouraging enjoyment in all pursuits and activities related to their horse.


To provide a Training Programme of integrated levels to encourage Coaches to improve their teaching ability and knowledge and gain a recognised coaching qualification.


To provide and promote healthy competition.


To provide a platform from where levels of achievement will ensure young people can move forward to achieve national and international recognition.





3

Overview


  1. This handbook is to assist the Organising Committee to organise Springston Trophy


  1. The Relationship between the Organising Committee and the Guardians is one of a

partnership.


  1. All persons associated with the running of Springston Trophy should be fully conversant with the rules of Springston Trophy Competition, the Rules and Regulations for the NZPCA Horse Trials Teams Championship and the ESNZ Eventing Rules.


  1. The following notes are to be read in conjunction with these rules.


  1. Periodic reports are to be given to the Convenor of Guardians by the Organising Committee Secretary. The Annual Meeting of Delegates will confirm no later than two possibly three years prior to the event the acceptance of the Club/Branch to host the event.


  1. The Guardians consider the relationship between them and the Organising Committee to be a partnership, i.e. we all work together towards the same goal – ‘running a successful and enjoyable Springston Trophy Event’. To achieve this, good and open communication is essential.


The Aim of the Competition:

The aim is to provide a South Island competition on similar lines to the NZPCA Horse Trials Teams Championship, but to cater for teams from Branches. This will enable riders, who may never attain sufficient ability to gain Area selection, to participate in a team competition, thus stimulating team spirit and interest in riding as a sport and recreation. (Definition: The term Branches refers to Branches of a Club, or to a Club with no Branches)


Rules and Form of the Competition:


  1. The Teams Competition will take the form of a Horse Trial, comprising Dressage, Cross Country and Show jumping, run in that sequence and run over three days.

  2. The Teams competition will provide a test requiring courage, determination and all round ability appropriate to the age group of the classes and the fact that it is a team’s competition.

  3. A Wooden Spoon Competition, comprising of the Dressage and Show jumping will be held for those teams eliminated in the Cross Country Phase.

  4. The Competition will be four days in duration inclusive of the Teams reception, Dressage, Show jumping competition and the presentation of Trophies.

  5. There will be three classes:

a. Senior: Riders 25 years and under, a maximum of two riders in each team.

b. Intermediate: Riders 17 years and under, a maximum of two riders in each team.

C Junior: Riders 14 years and under, a maximum of two per team.


Role of the Patrons:


The position of Patron is conferred upon a person who has given exemplary service to the Springston Trophy Event. The Patron doesn’t play an active role in the running of the annual event. If present the Springston Trophy Patron(s) should be extended the courtesy of being asked to assist with the presentation. If they wish to make a critical comment on some aspect of the Springston Trophy Event, then the comment should be made to one of the Guardians.




4

Role of the Guardians:

  1. To support the organising committee of The Springston Trophy, i.e. Partnership.

  2. To oversea the organisation and in pursuit of this they may attend any meetings of the organisers and officials. They may also attend any coarse walks as a courtesy their partners may also attend.

  3. To provide support on interpretation of the rules to the organising committee.

  4. Ensure the spirit of the event is maintained.

  5. To assist in resolving any issues which the organising committee may raise. See appendix

for procedure for resolving any issues raised by Member Clubs/Branches.

  1. Confirm appointment of the Technical Delegate within two months of the host Branch being confirmed to host next year’s Springston Trophy Event.

  2. Confirm the appointment of the Chairperson for the Annual Meetings of Delegates by 1st July.

  3. Confirm with the Patron(s), to ensure they wish to continue for a further twelve months by the August 1st.

  4. After confirmation from Patron(s), ensure that the organising committee has sent a written invitation to the Patron(s) inviting them to attend Springston Trophy and that they be given a complimentary Programme and weekend pass.

8 Ensure that the Annual Meeting of Delegates minutes and a full report have been completed and circulated to the appropriate people.

9 It will be the responsibility of the Guardians to update this handbook at the conclusion of each

Springston Trophy Event.


Role of the Host Club/Branch Committee:

The key role of the Club/Branch Committee is to establish, 2-3 years out, an organising committee for the specific purpose of running Springston Trophy. This committee shall be known as the “20?? Springston Trophy Organising Committee”. Once the organising Committee has been established, they will be responsible for all matters pertaining to the running of Springston Trophy. Organising conveners may include:


1. Chairperson 2. Event Secretary

3. Treasurer 4. Scorer(s)

5. Fundraising/Sponsorship Convener 6. Public Relations/ Marketing Convener

7. Programme Convener 8. Cross Country Convener

9. Dressage Convener 10. Show Jumping Convener

11. Accommodation/Hostess Convener 12. Parade/Presentation Convener

13. Hospitality/Catering Convener 14. Grounds and Spectator Services Convener

15. Secretary for the Annual Meeting of Delegates.


(Note: Where manpower is scarce, a person may hold more than one convening role.

8-10 people would form a good committee)

Please send a list of your committee personal with addresses, positions, phone and email addresses to the Convener of Guardians as soon as your committee has been confirmed.


Role of the Organising Committee:

5

Competition Organisation:


Responsibilities of the Guardians before, during and after the Event:


Leading up to and during the Springston Trophy, the Guardians will have a “behind the scenes” role

rather than an “up front” role. It is one of a partnership and support with the Springston Trophy Organising Committee.


The Convener of Guardians will make himself/herself available to attend a meeting of the Organising Committee if requested leading up to the event. (Organising Committee will meet their travel expenses) Any matters which require clarification are to be directed, via the Secretary, to the Convener of Guardians in writing, preferably by email for a quick response. A list of the organising committee meeting dates is to be sent to the Convener of Guardians as soon as they are known.


The Guardians will confirm the following officials on the recommendation from the Organising Committee.


recommendation from the Organising Committee by the 1st July in the year of competition.


Responsibilities of the Organising Committee:


All persons associated with the running of the Springston Trophy Event SHOULD BE fully conversant with the Rules of the Springston Trophy Competition, the Rules and Regulations for the NZPCA Horse Trials Teams Championship and the ESNZ Eventing Rules.


Springston Trophy Website:


Keep the Springston Trophy website updated on a regular basis - www.springston-trophy.org.nz


Setting Date of the Event:


The event will normally be run during the School holidays at the end of the third term.

The Organising Committee will confirm to the delegates meeting the year before their event.


Minutes of the Meetings:


Full minutes will be taken of all meetings. A copy of these minutes is to be forwarded direct to the Convener of Guardians. The Organising Committee Chairperson is to ensure a brief report of the event is written giving an over view of the event. This report is to be submitted to the Guardians or direct to the Springston Trophy Website. This report is to be added to the ongoing history of the event. This report should be done by the 31st December.






6




Newsletters to Clubs /Branches:


Generally, four newsletters are sent to Clubs/Branches during the previous 12 months prior to the event. The Organising Committee will advise in the newsletters how responses are to be made. Electronic means may be used, but must not be the only means of response. Some Clubs/Branch personnel may not have access to a computer therefore information must still be produced and mailed out. Form and response are shown in an example below.



The host branch will normally issue four newsletters concerning Springston Trophy hosting:

Newsletter 

To  

When

Purpose

No 1

All branches/clubs

At or soon after the preceding event 

Invitation to attend their event

No 2

All branches/clubs

Early in the year of their event

Advise outline of event

Date branch/club nominations close

No 3

Participating branches/clubs 

About three months prior to event

De Advise closing date for team entries, Delegates meeting and other details.

No 4

Participating branches/clubs

After entries close

Confirmation of detail and schedule

Optional Each entered shortly before Returning of each participating team to check

Host Branch /Club Competition the teams requirements are understood

Confirmation Starts




A Participating Branch/Club will respond to the host Branch/Club as follows

No 1

All branches/clubs

Decide on participation at the event

Invitation to attend their event

No 2

All branches/clubs

Submit a team entry nomination form to the host

Indicate interest in attending, a fee is required with the nomination

No 3

Participating branches/clubs 

a. Submit a team entry form to the host

b. Submit a team information form to the host

a. Confirm intention to attend, a further fee is required with the entry

b. Provide background detail of their team for the programme purposes

No 4

Participating branches/clubs

a. Respond to the host branch on the confirmation sheet issued.

b. Submit a team confirmation form

a. The team manager to check the host branch has the all team requirements correct.

b. Confirmation of team detail and travel







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Public Relations:



Book and Confirm facilities:



Dressage/Cross Country/Show Jumping Conveners:



Cross Country Walk:



Printed Programme:





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Catering

There are two categories of catering


Scoring:


The scoring headquarters should be clearly marked “Scorers Only” Scoring can be done manually or by a computer. Experience has told us that a manual or second computer system is required to back up a computerised system at Springston Trophy Event.

Stationary for manual scoring system must be available if a computer scoring is being used.

The 2 age group teams 25 point penalty is to be clearly shown separately and added to team

total. It is not added to individual scores.

Gear Inspection:

Gear inspection is only required as per nzpca annex of the esnz rules for eventing.

Suitable areas will be provided in close proximity to the start of each phase to enable gear inspections to carry out their tasks.

Emergency Services:


As Springston Trophy is a major event with a large number of horses and people it is expected that medical and veterinary cover will be inline with nzpca Champs. However on call vet for Dressage and jumping with on course Vet for Cross Country day is the normal standard.

Please refer to NZPCA Policy on Emergency Care and Services at Pony Club Events. However consideration to the number of spectators should be taken into consideration when planning. An ambulance at the venue on all competition days with medical personal in line with nzpca general Regs should be the minimum. A medical station alone would not be seen as sufficient.

Announcer(s):

Photographer


Appoint an official Photographer. Team Photos to be done Immediately after Dressage.

Dress and Teams Parade:


Prior to the presentation there will be a parade of competitors, mounted and dressed in team colours, in a space with adequate viewing for the spectators. During the parade and presentation the comfort and well-being of tired horses and riders should be of prime consideration of the Organising Committee.

All Trophies and sponsor’s products will be presented in accordance with the “Presentation Ceremony Format” from the previous year. Persons appointed to present trophies will be at the discretion of the Organising Committee. If present the Springston Trophy Patron(s) should be extended the courtesy of being asked to assist with the presentation.


The Trophies can be taken home by the recipients after the presentation. Engraving of the trophies will be the responsibility of the Club/Branch from which the recipients has represented.


The Captain of the winning team is expected to make a speech, no other competitors are to speak without the express prior approval of the Guardians


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Trophies:


team.


Procedure for the Organising Committee to Request assistance from the Guardians:


Occasionally, the Secretary will receive written correspondence (either by mail, email or fax) which requires additional input in order that a suitable and an appropriate reply is made to the writer.


The following procedure should be implemented:

1. If someone enquires by phone about a particular matter which would require a response in writing, please ask them to put the matter in writing then it will be actioned.

2. If the Guardians assistance is required, then send a copy of the correspondence to the Convenor and ask them to provide you with the necessary information.

3. Once you receive the information from the Convenor, reply to the letter.




Note: All correspondence MUST go through the secretary.



If you are unsure, ASK!!



General:












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Appointment of Officials:


The Organising Committee will be responsible for the appointment of their Committees, Convenors and Judges. The appointment of the Appeal Committee, Ground Jury, Chief Cross Country Judge and assistants, the Chief Show Jumping Judge and assistant(s) and the Dressage Judges are all made by the Organising Committee. (See Appendix and refer to Rules of the Competition.)


Appointment of the Technical Delegates:


The Organising Committee will recommend The Chief TD to the Guardians for confirmation within two months of being confirmed as a Host. One or Two Assistants TD’s should be appointed.


Appointment of the Cross Country Judges:


The Organising Committee will appoint the position of Chief Cross Country Judge. They will also appoint and Assistant Cross Country Judge to work with the Chief Cross Country Judge.


Appointment of the Show Jumping Judges:


The Organising Committee will appoint the position of Chief Show Jumping Judge. There will be a Senior Show Jumping Judge for each Arena plus an Assistant Judge for each Arena.


Appointment of the Dressage Judges:



Standard of Dress for Officials and Judges:



Cross Country Fence Judges:



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Travel and Accommodation for Judges and Officials:



Farrier


Throughout the competition from Thursday to Sunday they should be an on call

Ferrier. On cross country day he should be on course.



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Appendices:

The Guardians & Patrons:


Guardians:


Euan Muirson 377 No 10 Road RD6 Rangiora

Phone 027 434 5297

Email: euanmuirson@gmail.com


Mary Adams 9 Ladysmith road RD1

Roxburgh 9571

Phone / Fax 03 236 1164

Email: mrandmrsadams@kinect.co.nz


Lester Truman 774 Weedons-Ross Rd, West Melton

Christchurch 7618

Phone 03 741 1082/021 02311947

Email; l.truman@netaccess.co.nz


Blue Clark 86 Woodside Rd Oxford

Phone 03 312 1556/021 633 132

Email: lisa.blue@xtra.co.nz

Patrons:


John Lavender Phone 03 437 0003 Oamaru

Email: anndench@xtra.co.nz


Liz Thomas Phone 03 312 4309

Email: info@kowhai.co.nz

BRANCH SECRETARIES CONTACTS:


Rather than including a list of Branch Secretaries in this handbook it is recommended that the Organising Committees contact:


THE EXECUTIVE OFFICER

N.Z. PONY CLUB ASSN

PO Box 7537

Taradale

Napier 4141

PHONE 06 845 9336 ext. 720

Email: samantha@nzpca.org

Ask for a list of names and addresses of all South Island Branch Secretaries and also the names of Club Secretaries of Clubs without branches.



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Listed of Officials for printed Programme:


Printed Programme must have the following Officials listed by name:


List of Officials which MUST include the following:







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Annual Meetings of Delegates:



The Secretary for the Annual Meeting of Delegates will:



The Organising Secretary will:


Send the following to the Convener of Guardians for checking before being posted out.









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Layout of Agenda for the Annual Meeting of Delegates:


SPRINGSTON TROPHY


Annual Meeting of Delegates


Agenda

Venue:

Time:

Date:


  1. Welcome

  1. Apologies


  1. Adoption of Standing Orders


  1. Confirmation of Minutes from previous meet


  1. Matters Arising from the Minutes


  1. Correspondence


  1. Business Arising from Correspondence


  1. Appointment of Patrons


  1. Election of Guardian(s) – an election, ballot papers required and scrutineers to be appointed


  1. Confirm of Entry Fees


  1. Notice of Motion


  1. Remits


  1. Amendments to the Rules


  1. Approval of next year’s venue


  1. General Business



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Standing Orders for

Springston Trophy Delegates Annual General Meeting


  1. These standing orders shall be applicable to all Annual Meetings of Delegates at Springston Trophy.


  1. Meetings shall start at the time set out in the notice of meeting, and shall, subject to the discretion of the meeting, continue until all business on the agenda is disposed of.


  1. Any Delegate desiring to speak shall raise his or her hand and when called upon by the Chair shall address the Chair. If two or more delegates raise their hand simultaneously the Chair shall call upon the delegate who first caught the eye of the Chair.


  1. No Member other than the Proposer and Seconder of the motion or an amendment shall speak to it until it has been seconded. A motion or amendment lapsing for want of a Seconder shall not be recorded in the minutes.


  1. The mover of a motion or an amendment may speak for up to four minutes. The Seconder may speak for up to three minutes. Any delegates may only speak to the motion or amendment once except for the mover of a motion (but not of an amendment), who will have a right of reply which shall close the debate.


  1. A motion or amendment shall not be withdrawn except by its mover and by leave of the meeting. No motion shall be withdrawn while an amendment is being discussed or after any amendment has been adopted.


  1. If required to do so by the Chair, the Proposer of any motion or amendment shall submit it in writing.


  1. A motion or amendment before the chair may be reworded by the mover, subject to the leave of the meeting.


  1. An amendment shall constitute a separate question from the original motion and from any other amendment.


  1. An amendment of a rule presented at its second Annual Meeting of Delegates (after being presented in year one as a Remit or Topic for Discussion) shall only be accepted following approval of the original Proposer, subject to the leave of the meeting.


  1. A delegate moving a motion or amendment shall be deemed to have spoken to it unless the motion is moved and seconded before any delegate spoke to it. A delegate seconding a motion or amendment without speaking to it may reserve the right to speak to it subsequently.

  1. When an amendment is before the Chair, discussion shall be confined to that amendment. No further amendment shall be proposed until the amendment before the chair is disposed of.


  1. The Chair must rule promptly on any points of order and unless challenged the Chairs ruling is final.


  1. On equality of voting, the Chair shall declare the question resolved to maintain the status quo.



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  1. Any non-delegate attending who wishes to speak to any motion or amendment must obtain leave of the Chair to speak. Such leave may be refused without a reason being given.


  1. Alterations to these standing orders can only be made at an Annual Meeting of Delegates.


  1. Voting must only be done by branch delegates who have been registered by their branches in writing with the organisers prior to the meeting. They may be issued with red and green voting papers as will the Guardians.












































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